Collect payment while billing
Mark a new invoice fully or partly paid without a second screen.
When the party pays at the counter, going to a second screen afterwards to record it is a step nobody remembers to take. So the billing screen takes the money itself.
Who can do this
adminstaffcreate_invoiceMark an invoice paid as you raise it
- 1
Build the invoice as usual, with the party and all its items.
- 2
Set the Payment status below the totals.
Leave it alone for a credit sale. The invoice then shows as unpaid, which is correct.
- 3
For a part payment, choose the partial option and type the Amount received.
The rest stays outstanding against the party in the ordinary way.
- 4
Preview. The preview tells you what will be recorded — "Marked fully paid", or the partial amount.
- 5
Select Generate Invoice. The invoice and the payment are recorded together.
What gets recorded
The payment lands against the party exactly as if you had entered it on the payments screen: it appears in their history, in the Payment Collection Report, and in the collected figure on your dashboard. The invoice prints with the right balance on it, because the money was taken before the document was made.
Note
If the party has an older bill still open, the money settles that one first. Payments in TracEasy always work oldest-first — see How outstanding is worked out.
When to use the payments screen instead
- The party pays later — record it against the invoice. See Record a payment.
- One cheque covers several invoices — see Collect against several invoices.
- You need a reference number for a UTR or cheque — the payments screen has the field for it.
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Last checked against the app on 20 September 2026. Screens change as the product does — if something here does not match what you see, tell us and we will fix the page.